Executive Assistant at Equity Group Foundation

Key Responsibilities

Financial:

• Budget Compliance : Ensure that all event bookings, travel and accommodate have prior approvals and are in compliance to policy
• Utilities & stationery management to optimize- coordinate to ensure proper and efficient utilization of office utilities,stationery within approved budget
• Proper documentation, document filing and retrievals as per agreed standards. NIL incidences of delays in retrieval or loss of documents
• Timely and accurate handling of all incoming and out going correspondences- log & action ( NIL lapses of unattended correspondences)

Operations - Executive Administration

• Diary management- Ensure NIL lapses in diary management to ensure smooth management of appointments and meetings.
• Meetings & Appointments - Ensure all follow up meetings are scheduled on time. Liaise with branches and all departments on meeting & Appointments requests and close them on time.
• Office Management  and Maintenance - Ensure Cleanliness of office on daily basis. Provide top notch office organisation ensuring everything is in order. NIL incidences of  lapses

Customer Focus - 

• Vendor management :- Facilitate timely renewal of contracts, licence, payments within agreed TAT
• Departments, Branches, Staff and Subsidiaries support - Closure of all customer Relationship support requests and other issues raised.
• External Clients and partner management. Timely resolution and communication of issues and requests as per agreed standards.

Risk, Compliance, Audit

• Confidentiality & professionalism- Nil incidences of breach of confidentiality and unprofessionalism
• Attain satisfactory Audit /Compliance Ratings
• Closure of all audit, compliance issues within agreed timelines- follow up for closure and update of trackers

Qualifications

The incumbent shall be in possession of the following qualifications and attributes:

• Bachelors Degree is preferred
• Diploma in Secretarial Studies/Diploma in Law will be an added advantage
• Diploma in Management/Leadership/Communication will be an added advantage
• At least 5-year experience as a PA or Secretary in an administrative role in a senior or executive management role
• Excellent written and oral communication skills;
• Excellent word processing and IT skills, including knowledge and proficiency to at least intermediate levels in a
• range of office software, including Microsoft Word, Excel, PowerPoint and Outlook
• Honesty and reliability
• Excellent organizational skills
• Accuracy
• The ability to work on your own initiative and to tight deadlines
• Flexibility and adaptability to juggle a range of different tasks needing to be undertaken simultaneously
• An understanding of confidentiality issues and the use of discretion